Zapier

December 06, 2018 03:43

The Zapier integration is available to subscribers of our Legacy, Boutique, and Elite plans.

You can upgrade to the Boutique or Elite plan in the app, or if you’re interested in seeing how this feature can work for your law firm feel free to contact us by email or give us a call at 1-888-858-2546 (choose option #1).

What is Zapier? Zapier lets you easily connect the web apps you use, making it easy to automate tedious tasks.

With Zapier, you can create "Zaps" or connections between two or more applications that are made up of "Triggers" and "Actions", where an event in one application will automatically cause something to happen in any number of applications. This process will also allow you to build automation into a single application where it does not otherwise exist - even within Clio!

Zapier offers a variety of subscription levels including a FREE plan. For more information on the subscription levels available, click HERE.

Important Note for Multi-User Clio Accounts

Zaps are firm wide! That means that if one user of a Clio firm account creates a Zap, then it will trigger for all users of the Clio account. To prevent other users of your Clio account from triggering Zaps unintentionally, be sure to set up filters on your Zaps that are very specific and unlikely to be triggered by the actions of other Clio users.

To create a Zap, click on the "Make a Zap" button in the Zapier header or click on any of the "Make a New Zap" buttons in the dashboard.

Adding a Trigger Application

In step 1 of the Zap, you will choose the Trigger application. In this example, we want a "New Email" received by Gmail to trigger Clio to create a new Person Contact, so we will select "Gmail" as the Trigger application.

Next, select the type trigger. We want this Zap to run when a new email is received, so we will select "New Email" from the Trigger list.

Once you have selected your Trigger, you will be required to connect your Gmail account (or other Trigger account) to Zapier. If you are already logged in to the Trigger application in another tab, you will only be required to authorize the connection.

For a Gmail Email Trigger, you will also be given the option to specify that the Trigger only run on new emails associated with a specific label. For this example, we will select the Inbox. To do so, click on the dropdown button at the right of the "Label/Mailbox" field, and select "INBOX".

Finally, you will be required to test your Trigger. For the Trigger test to work, you must already have at least one email in your Gmail Inbox. To run the test, click the "Fetch & Continue" button.

If the test is successful, you can continue on to add your Action application.

Adding an Action Application

Adding an Action application is similar to adding the Trigger application. In this example, we want the "New Email" to create a new Person Contact in Clio, so we will select "Clio" as the Action application.

Next, select "Create Person" as the Clio Action type.

The list of available Trigger and Action types will be different for every application. You can find a list of Clio Triggers and Actions HERE.

Once you have selected your Action, you will be required to connect your Clio account (or other Action account) to Zapier. If you are already logged in to the Action application in another tab, you will only be required to authorize the connection.

Next, you will be required to match up fields of information between the Trigger and Action applications.

The list of Action fields will be determined by the Action application - in this case, Clio. Only fields with (required) need to be matched to information from the Trigger application. To select a Trigger field to be matched to the action, click the "Insert a Field" button at the right of the field.

In this example, we have matched the "Person's Name" field from Clio to the "From Name" in Gmail. We also matched the Clio "Email Address" field to the "From Email" in Gmail.

Once you have matched all relevant fields, you will be required to test your Action. For the Action test to work, you must already have some data in your Action application. Zapier will use this data to execute on the Action (in this example, creating a new Contact in Clio). To run the test, click the "Create & Continue" button.

Adding a Filter

Before completing your Zap, you have the option to create a filter for your Trigger. Filters are very important to ensure that Actions are only taking place exactly when you want them to. If you belong to a multi-user Clio account, be sure to create filters that as specific as possible for Zaps that you do not want to be triggered by other users of your Clio account.

To add a filter to your Zap, click on the button in the left sidebar between your Trigger and Action then click on the "Filter" button.

In this example, we only want Clio to create a new Person Contact when an email is submitted from the contact form on the firm’s website. Knowing that the subject line of emails coming from the website contact form is "Contact Form Submission", we need to create a filter that will only trigger Clio to create a new Person Contact when Gmail receives an email where the subject line contains "contact form submission".

In this example, if we do not set up a filter, then Clio would create a new Person Contact every time a new email is received in your Gmail account.

To set this up in the "Add a Filter" form:

Select the Gmail "Subject" in the first field

Select the qualifier "(Text) Contains" in the second field

Then type "contact form submission" into the third field

When you click the "Continue" button, you will be given the expected results of the filter based on sample data taken from your Trigger application.

When you are finished setting up your Zap:

Give your Zap a name

Select a folder to house your Zap (if you are using folders)

Turn your Zap on

Tips for Setting up your "Zaps"

Clio Actions that Look for a Matter Number

Some Clio Actions require or give the option to add a Matter. While these Actions work easily with Clio Triggers, you can also use other app Triggers that have fields where you are able to enter the Matter number manually. For example, you can create a Zap that allows you to email to a Matter Note as long as you map the email Subject line to the Matter field in the Trigger (and you enter the appropriate Matter number in the Subject of the email).

Using Custom Contact and Matter Fields

When using Zapier to create a new Contact or Matter, all of your Clio custom fields will be available to be matched to fields or information in the other application.

Modifying Dates on Task and Calendar Entry Actions

When creating a Clio Task or Calendar Entry you may want to modify the “event” or “due” date in the Action. To do so, first map the Due, Start at, or End at fields to an available date option (i.e. a created or updated date; as provided by your selected Trigger app), then add a date modifier. To add a number of days, use a plus sign. To go back a number of days, use a minus sign.

Modifier Examples +7d – seven days after the date mapped in the field. -7d – seven days before the date mapped in the field.

Mapping First and Last Name on a Create Person Action

When creating a new Person Contact in Clio, both a first and last name are required. When setting up a Create Person Action, you will only be provided with a single Name field. This field can accommodate both the first and last names. You can map the Name field to either a single Trigger field that contains both names, or you can map to separate fields for first name and last name if supported by the Trigger application.

Name formats that will be recognized are: FirstName LastName LastName, FirstName ** With either format, the first and last names must be separated by a space.

Managing your "Zaps"

Once you have created your Zap, you can manage it from the Dashboard.

Your Zaps will run automatically based on the intervals specified by your subscription level and the applications chosen in your Triggers and Actions. If you would like the Zap to stop running, click the "Off/On" toggle button. To open Zap options, click the down arrow button.

Tip

For Zaps that do not run instantly, you can force your Zap to run by clicking the "Run" option once the conditions of your Trigger have taken place.

List of Clio "Triggers" and "Actions"

Triggers

Actions

Add New Contact

Create Communication

Add New Task

Create Company

Add New Activity

Create Person

Add New Bill

Create Task

Add New Calendar Entry

Create Contact Note

Add New Communication

Create Matter Note

Add New Matter

Create Calendar Entry

Create Time Entry

Create Expense Entry

Create Matter

Sample Use Cases

Using Zapier and Google Forms to Create an Intake Form for Clio

Background: As a law firm, I want to send potential clients an online form that they can complete with their contact information and data related to their matter. I would then like that information to automatically create a Contact and Matter in Clio so that I don't have to enter that data manually.

Background: As a law firm, I want to give potential clients visiting our website the ability to submit their contact information along with a request for services or legal advice. I would like to create a record of the request associated to a new client record.